U.S. patent application number 13/069216 was filed with the patent office on 2011-07-14 for system and method for certifying and authenticating correspondence (ii).
Invention is credited to Serge Hairanian, Edouard T. Zakarian.
Application Number | 20110170136 13/069216 |
Document ID | / |
Family ID | 41505172 |
Filed Date | 2011-07-14 |
United States Patent
Application |
20110170136 |
Kind Code |
A1 |
Zakarian; Edouard T. ; et
al. |
July 14, 2011 |
SYSTEM AND METHOD FOR CERTIFYING AND AUTHENTICATING CORRESPONDENCE
(II)
Abstract
Described herein is a method and system for certifying contents
of a correspondence sent from a sender to a recipient. The method
comprises: receiving by an information processor over a
communication network an electronic file from a sending workstation
associated with the correspondence; receiving over the
communication network recipient information that represents the
recipient of the correspondence; generating a formatted electronic
document from the electronic file, the formatted electronic
document including coded information for identifying the electronic
document; storing a copy of the formatted electronic document in a
database; outputting the formatted electronic document as a
physical document; delivering the physical document to the
recipient; and retaining the copy of the electronic formatted
document stored in the database as a certification of the contents
of the correspondence as embodied in the physical document sent to
the recipient.
Inventors: |
Zakarian; Edouard T.; (West
Palm Beach, FL) ; Hairanian; Serge; (West Palm Beach,
FL) |
Family ID: |
41505172 |
Appl. No.: |
13/069216 |
Filed: |
March 22, 2011 |
Related U.S. Patent Documents
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Application
Number |
Filing Date |
Patent Number |
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12392812 |
Feb 25, 2009 |
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13069216 |
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11451094 |
Jun 12, 2006 |
7519673 |
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12392812 |
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61031071 |
Feb 25, 2008 |
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Current U.S.
Class: |
358/1.15 |
Current CPC
Class: |
H04L 51/00 20130101;
H04L 63/12 20130101; H04L 51/34 20130101; G06F 21/645 20130101;
G06Q 10/107 20130101 |
Class at
Publication: |
358/1.15 |
International
Class: |
G06F 3/12 20060101
G06F003/12 |
Claims
1. A method for certifying contents of a correspondence sent from a
sender to a recipient, the method comprising: receiving by an
information processor over a communication network an electronic
file from a sending workstation associated with the correspondence;
receiving over the communication network recipient information that
represents the recipient of the correspondence; generating a
formatted electronic document from the electronic file, the
formatted electronic document including coded information for
identifying the electronic document; storing a copy of the
formatted electronic document in a database; outputting the
formatted electronic document as a physical document; delivering
the physical document to the recipient; and retaining the copy of
the electronic formatted document stored in the database as a
certification of the contents of the correspondence as embodied in
the physical document sent to the recipient.
2. The method of claim 1, further comprising providing by the
information processor a graphical user interface of the workstation
to upload the electronic file.
3. The method of claim 2, wherein the graphical user interface
further comprises graphical screen controls enabling a user to
define parameters related to the correspondence.
4. The method of claim 3, wherein the parameters include at least
one of a paper color, paper size, paper type, and envelope
type.
5. The method of claim 1, wherein the coded information is
formatted as a bar code.
6. The method of claim 5, wherein the bar code is a 2D bar
code.
7. The method of claim 1, further comprising automatically
preparing the physical document to be inserted in an envelope with
viewable mailing information.
8. The method of claim 7, wherein the envelope comprises a
transparent portion.
9. The method of claim 1, wherein the electronic file is generated
by a virtual print driver accessed or installed on the
workstation.
10. The method of claim 1, wherein delivering the physical document
comprises receiving cost estimate information from a plurality of
couriers, and selecting one of the couriers from the plurality of
couriers.
11. The method of claim 1, further comprises enabling a user to
review status information related to the correspondence.
12. The method of claim 1, wherein the correspondence is sent by
e-mail.
13. The method of claim 1, further comprising authenticating a user
of the service.
14. The method of claim 1, further comprising performing optical
character recognition on the formatted electronic document.
15. The method of claim 1, wherein retaining the copy of the
electronic formatted document ensures compliance with at least one
governmental regulation.
16. The method of claim 1, wherein at least one of the receiving,
generating, outputting, storing, delivering, and retaining are
provided by an integrated mail and messaging center.
17. A system for certifying contents of a correspondence sent from
a sender to a recipient, the system comprising: an information
processor communicating over a communication network and operable
to receive an electronic file and recipient information from a
sending workstation associated with the correspondence, wherein the
recipient information represents the recipient of the
correspondence; a formatting module to generate a formatted
electronic document from the electronic file, the formatted
electronic document including coded information for identifying the
electronic document; a database operable to store a copy of the
formatted electronic document; an output device operable to output
the formatted electronic document as a physical document; a
delivery module operable to deliver the physical document to the
recipient; and a retention module operable to retain the copy of
the electronic formatted document stored in the database as a
certification of the contents of the correspondence as embodied in
the physical document sent to the recipient.
18. The system of claim 17, further comprising a graphical user
interface enabling a user of the workstation to upload the
electronic file.
19. The system of claim 18, wherein the graphical user interface
further comprises graphical screen controls enabling a user to
define parameters related to the correspondence.
20. The system of claim 19, wherein the parameters include at least
one of a paper color, paper size, paper type, and envelope
type.
21. The system of claim 18, wherein the graphical user interface
further enables a user to review status information related to the
correspondence.
22. The system of claim 17, wherein the coded information is
formatted as a bar code.
23. The system of claim 22, wherein the bar code is a 2D bar
code.
24. The system of claim 17, further comprising a centralized
mailing and messaging center that substantially automatically
prepares the physical document to be inserted in an envelope with
viewable mailing information.
25. The system of claim 24, wherein the envelope comprises a
transparent portion.
26. The system of claim 17, further comprising a virtual print
driver operable to generate the electronic file.
27. The system of claim 17, wherein the delivery module receives
cost estimate information from a plurality of couriers.
28. The system of claim 17, wherein the correspondence is sent by
e-mail.
29. The system of claim 17, further comprising an optical character
recognition module for performing optical character recognition on
the formatted electronic document.
30. The system of claim 17, wherein the retention module to provide
compliance with at least one government regulation.
31. The system of claim 17, further comprising an e-commerce module
operable to receive a fee for certifying contents of a
correspondence sent from a sender to a recipient.
32. A system for certifying contents of a correspondence sent from
a sender to a recipient, the system for executing a method
comprising: receiving an electronic file via an integrated
messaging center; generating a formatted electronic document from
the electronic file, the formatted electronic document including
coded information for identifying the electronic document; storing
a copy of the formatted electronic document in a database;
outputting the formatted electronic document as a physical
document; delivering the physical document to the recipient; and
retaining the copy of the electronic formatted document stored in
the database, wherein the retained copy ensures compliance with at
least one governmental regulation, and further certifies the
contents of the correspondence as embodied in the physical
document.
Description
PRIORITY
[0001] This application is a continuation of and claims priority to
U.S. patent application Ser. No. 12/392,812, filed Feb. 25. 2009
and entitled SYSTEM AND METHOD FOR CERTIFYING AND AUTHENTICATING
CORRESPONDENCE (II), which is based on and claims priority to U.S.
Provisional Patent Application Ser. No. 61/031,071, filed on Feb.
25, 2008 and entitled SYSTEM AND METHOD FOR CERTIFYING AND
AUTHENTICATING CORRESPONDENCE (II), and is a continuation-in-part
of U.S. patent application Ser. No. 11/451,094, filed on Jun. 12,
2006 and entitled SYSTEM AND METHOD FOR CERTIFYING THE CONTENTS OF
A CORRESPONDENCE, the entire contents of which are hereby
incorporated by reference herein.
FIELD OF THE INVENTION
[0002] The present invention relates generally to communication,
and, more particularly, to certifying, authenticating and retaining
correspondence.
DESCRIPTION OF THE RELATED ART
[0003] Many parties use conventional couriers, such as the U.S.
Postal Service or private couriers such as FedEx, UPS, and DHL, in
order to send correspondence/documentation to intended recipients.
Although such couriers are frequently used, they do not guarantee
compliance with many U.S. and International regulatory
requirements, such as the Sarbanes-Oxley Act, U.S. Securities and
Exchange Commission ("SEC") rulings, European Union ("EU")
directives, the Health Insurance Portability and Accountability Act
("HIPAA"), or the like. The core requirements of such regulations
often include corporate governance and controls with respect to the
dissemination, retention and eventual destruction of corporate
correspondence and documentation.
[0004] In response to various regulatory requirements, corporations
often implement miscellaneous e-mail retention programs, but are
not often able to implement appropriate solutions for traditional
physical (paper-based) correspondence and mail. Prior art methods
for sending physical correspondence and mail pose potentially
serious risks to a corporation because the sending party has no
legal way of proving what was actually mailed or sent. For example,
the U.S. Postal Service provides certified mail or private courier
services that only certify that a particular package was sent or
received.
[0005] Unfortunately, sending mail via conventional prior art
options (e.g., First Class Mail, Certified Mail or via overnight
courier service) does not guarantee authentication and/or
verification of what was actually sent. Therefore, parties sending
correspondence are unable to record properly and permanently the
documents/correspondence that were physically sent. This is due, in
part, to the fact that no service provider in the prior art is able
to exactly reproduce the contents of a particular package with any
certainty nor with any third party validation.
[0006] Typically, in the prior art, a sender can only prove that an
envelope was sent on a certain date, sent to a certain recipient
via a certain service and was received on a certain date by a
certain person. Current conventional mailing methods lack an
ability to provide a sender with a full assurance that the contents
of an envelope can be reproduced exactly.
[0007] SOX 302 and 404 compliance is not just a regulatory
requirement; the Sarbanes-Oxley Act, HIPAA, SEC Act and others can
be an opportunity to create a regulatory compliance solution that
makes good governance a valued corporate asset. Leading publicly
traded corporations understand this, particularly multi-nationals
working hard to comply with myriad regulations in multiple regions
around the globe. What these organizations need is a continuous
assurance to not only preserve their current compliance
investments, but to implement a sustainable and cost-effective
regulatory compliance solution that is driven by business
efficiencies and value.
[0008] Unfortunately, any party's lapse in securing, controlling
and recording physical mail could potentially be subjected to stiff
regulatory fines, legal claims, which may diminish the level of
trust of your clients, customers and/or patients, should a specific
piece of correspondence and/or documentation come into question or
be subpoenaed in a civil litigation.
SUMMARY
[0009] Described herein is a method for certifying contents of a
correspondence sent from a sender to a recipient. In one
embodiment, the method comprises: receiving by an information
processor over a communication network an electronic file from a
sending workstation associated with the correspondence; receiving
over the communication network recipient information that
represents the recipient of the correspondence; generating a
formatted electronic document from the electronic file, the
formatted electronic document including coded information for
identifying the electronic document; storing a copy of the
formatted electronic document in a database; outputting the
formatted electronic document as a physical document; delivering
the physical document to the recipient; and retaining the copy of
the electronic formatted document stored in the database as a
certification of the contents of the correspondence as embodied in
the physical document sent to the recipient.
[0010] Described herein is also a system for certifying contents of
a correspondence sent from a sender to a recipient. In one
embodiment, the system comprises: an information processor
communicating over a communication network and operable to receive
an electronic file and recipient information from a sending
workstation associated with the correspondence, wherein the
recipient information represents the recipient of the
correspondence; a formatting module to generate a formatted
electronic document from the electronic file, the formatted
electronic document including coded information for identifying the
electronic document; a database operable to store a copy of the
formatted electronic document; an output device operable to output
the formatted electronic document as a physical document; a
delivery module operable to deliver the physical document to the
recipient; and a retention module operable to retain the copy of
the electronic formatted document stored in the database as a
certification of the contents of the correspondence as embodied in
the physical document sent to the recipient.
[0011] Described herein is also a system for certifying contents of
a correspondence sent from a sender to a recipient. In one
embodiment, the system for executing a method comprises: receiving
an electronic file via an integrated messaging center; generating a
formatted electronic document from the electronic file, the
formatted electronic document including coded information for
identifying the electronic document; storing a copy of the
formatted electronic document in a database; outputting the
formatted electronic document as a physical document; delivering
the physical document to the recipient; and retaining the copy of
the electronic formatted document stored in the database, wherein
the retained copy ensures compliance with at least one governmental
regulation, and further certifies the contents of the
correspondence as embodied in the physical document.
BRIEF DESCRIPTION OF THE DRAWINGS
[0012] For the purpose of illustrating the invention, there is
shown in the drawings a form which is presently preferred, it being
understood, however, that the invention is not limited to the
precise arrangements and instrumentalities shown. All of the
textual and illustrative portions of the drawings are hereby
incorporated by reference. The features and advantages of the
present invention will become apparent from the following
description of the invention that refers to the accompanying
drawings, in which:
[0013] FIG. 1 shows an example hardware arrangement of a first
preferred embodiment of the present invention;
[0014] FIGS. 2-15 illustrate example display screens that are
presented to a user in accordance with a preferred embodiment.
[0015] FIG. 16 illustrates the functional elements of an example
information processor and/or workstation;
[0016] FIG. 17 includes an example display screen that is provided
in accordance with an embodiment of the invention;
[0017] FIG. 18 shows an example account management display screen
in accordance with an embodiment;
[0018] FIG. 19 illustrates a display screen that is presented to a
user who initiates a process to send a document in accordance with
an embodiment;
[0019] FIG. 20 displays an example display screen displayed after a
user selects a file to be uploaded from workstation to be sent in
accordance with an embodiment;
[0020] FIG. 21 illustrates example display screen for selecting
recipients from an existing electronic address book;
[0021] FIG. 22 illustrates an example add/edit contact display
screen that is provided to enable a user to add/edit a contact to a
database;
[0022] FIGS. 23A and 23B show an example display screen that
enables a user to make packaging and shipping information
selections;
[0023] FIG. 24 shows shipping courier pricing information returned
by various couriers in response to a query therefore in accordance
with an embodiment;
[0024] FIG. 25 illustrates an example display screen that is
presented to a user who selects a courier for delivery of
correspondence in accordance with an embodiment;
[0025] FIG. 26 shows an example document retention definition
display screen that is provided after a user selects a courier and
delivery schedule for sending correspondence in accordance with an
example embodiment;
[0026] FIG. 27 shows an example document filing display screen
enabling a user to categorize and store a document in a
database;
[0027] FIG. 28 illustrates an example display screen for selecting
billing options in accordance with an embodiment;
[0028] FIG. 29 illustrates an order review display screen for a
user to have opportunity to review a total price for the order;
[0029] FIG. 30 shows an example order tracking display screen
enabling a user to select options for tracking the status of an
order placed in accordance with an embodiment; and
[0030] FIG. 31 illustrates steps associated with transmitting a
document to a recipient in accordance with an embodiment.
DESCRIPTION OF EMBODIMENTS
[0031] As shown in FIG. 1, information processor 102 includes
centralized mailing and messaging center 110, including inserting
station, that is operable to provide imaging, bar coding, printing,
folding, binding, inserting, sealing and preparing for courier
service for a document. Preferably centralized mailing and
messaging center 110 is under the direct control of a proprietor of
the information processor 102, and may include workstations or
other computing devices (including information processor 102) (not
shown).
[0032] In the example shown in FIG. 1, centralized mailing and
messaging center 110 preferably includes an output printer, imaging
device, envelope preparing device and delivery mechanism. One
skilled in the art will recognize that the hardware arrangement of
centralized mailing and messaging center 110 illustrated in FIG. 1
is for example illustrative purposes only, and that centralized
mailing and messaging center 110 may include fewer, more or other
devices in alternative embodiments. For example, a centralized
mailing and messaging center 110 may employ binding machine 118 to
combine individual sheets. Also, the various devices associated
with centralized mailing and messaging center 110 shown in FIG. 1,
including binding machine are presented as separate and apart from
the output printer. Of course, one skilled in the art will
recognize that two or more of these devices may be integrated into
a single device. For example, the output printer may have a series
of attachments that comprise a binding machine.
[0033] Preferably, a convenient graphical user interface is
provided that is intuitive and accessible by computing devices
communicating over a communication network using standard web
browser software. Preferably, the interface comprises graphical
screen controls, such as icons, buttons, drop-down lists, text box
controls or the like, and further is menu-driven and preferably
provided in an integrated communications management suite which
further comprises centralized mailing and messaging center 110.
[0034] Centralized mailing and messaging center 110 preferably
centrally provides communications services, including in a
corporate environment, as a fully hierarchical system giving "top
to bottom" control over the use of various modules by corporate
employees and other authorized personnel. Centralized mailing and
messaging center 110 is preferably designed to allow managerial
controls thereby providing a corporate customer with complete and
detailed, on-demand logs covering relevant communication aspects
offered within the centralized mailing and messaging center 110. By
providing a substantially automated service, customers achieve and
maintain compliance with various regulations such as: the
Sarbanes-Oxley Act Sections 802 & 1102 (US); the Health
Insurance Portability and Accountability Act (US); the Security and
Exchange Commission Regulation 17a-4 (US); the NASD Rule 2210 (US);
the New York Stock Exchange--NYSE Rule 472(US); the Federal Rules
of Civil Procedure(US); the European Parliament And The Council Of
The European Union Directive (95/46/ec); and Multi-Governmental
Privacy laws. Of course, the invention can be tailored to ensure
compliance with virtually any other regulatory or company
requirement.
[0035] In a preferred embodiment, the user interface provided by
centralized mailing and messaging center 110 enables users to
monitor and control communications. The interface provides the user
with a high level of integrity, security, ease and speed.
Centralized mailing and messaging center 110, via information
processor 102, preferably includes database 111 that enables the
user to comply with various and potentially complex regulatory
standards, for example, as set forth by the U.S. federal
government. By using centralized mailing and messaging center 110,
users can perform various actions such as sending, auditing,
receiving, reporting, and retaining communications that are sent
and/or received from a single, secured internet-based environment,
at any time and from virtually anywhere on the globe. For example,
users can perform such communication actions using the present
invention. These and other features are described in greater detail
below.
[0036] As used herein, the terms "link" and "hyperlink" refer to a
selectable connection from one or more words, pictures or other
information objects to others in which the selectable connection is
presented within the web browser. The information object can
include sound and/or motion video. Selection is typically made by
"clicking" on the link using an input device such as a mouse, track
ball, touch screen and the like. Of course, one of ordinary skill
in the art will appreciate that any method by which an object
presented on the screen can be selected is sufficient.
[0037] In an embodiment, a data entry display form is provided to a
user for composing and submitting an e-mail message. As known in
the art, for example, a web-based form is provided that includes
text box controls enabling a user to submit a recipient's e-mail
address, a subject line, and a body of an e-mail letter. A
graphical screen control, such as a button, is further provided
that, when selected, invokes a mailto or similar command, as known
in the art. Unlike typical prior art web-based e-mail forms,
however, the e-mail letter drafted by the user is not directly
transmitted to the e-mail address provided in the recipient's
e-mail address control. Instead, the e-mail is transmitted to
centralized mailing and messaging center 110, where it is processed
in accordance with the teachings herein. For example, the e-mail is
modified to include a bar code on each page, the e-mail is printed,
imaged, and stored. Thereafter, the modified e-mail is forwarded to
the e-mail address originally provided in the recipient's e-mail
address control. In one embodiment, the e-mail address provided in
the recipient's e-mail address control is verified before the
e-mail message is sent.
[0038] Thus, in a preferred embodiment, the present invention
includes an ability to send and receive content certified e-mails
to centralized mailing and messaging center 110 from anyone around
the globe. The entire e-mail file, including relevant recorded
information is stored securely, in compliance with various
regulatory requirements.
[0039] When a user sends a certified e-mail, he can purchase an
option, such as "enhanced certified e-mail," which includes a
personal identification number and a prompt for the recipient to
enter a telephone number. System 100 preferably locks the link such
that access to the document is not yet provided. System 100
preferably calls the telephone number and asks the recipient to
enter the personal information number. Thereafter, the recipient
states his name and attests that he is the intended recipient of
the e-mail. The recipient is recorded, and, thereafter, the link is
preferably unlocked and the user gains access to the e-mail.
Moreover, security measures are employed, such as known in the art,
and the user's internet protocol address is stored.
[0040] Furthermore, the content certification process ensures that
e-mail correspondence cannot be tampered with after having been
sent. Further, e-mail correspondence cannot be removed/deleted
until a predefined retention period has lapsed. Thereafter, e-mail
correspondence is automatically deleted, unless a user wishes to
retain a copy using the option to extend the retention period.
[0041] In accordance with a preferred embodiment, the following
features are provided:
File Upload
[0042] A secured session protocol (e.g., https) is provided to
upload media to a secure server. Preferably, a time and day stamp
is provided with identifying indicia of the media.
[0043] Once one or more files are stored on information processor
102 (including as operating as a file server), a retention period
is preferably selected and the user has the ability to "share" the
file with anyone. Preferably, virtually no file size restriction is
imposed on the user. Moreover, a "share" invitation that enables
users to invite other users to access an uploaded file is sent by
an integrated certified email module.
User Authentication
[0044] In order to guarantee the authenticity of the originator of
any communication through any of the features and/or modules
provided herein, the identity of the individual is preferably
authenticated during an account creation process. This
authentication is preferably done by verifying personal information
unique to the user, such as driver's license number, social
security, etc. This authentication process preferably serves as an
enhancement to traditional "ink" signatures, such as in prior art
and customary ways of proving the authenticity of a document. The
authentication process in accordance with the teachings herein
guarantee that a Content Certified document or Email from a user,
e.g., "John Doe" comes from John Doe and not an impersonator.
Scan-to-Mail
[0045] Users preferably have the ability to physically send any
physical document by electronically scanning that document with a
scanner that supports scanning to an email address. Scanning and
emailing your document to, for example,
yourname@email.globalpex.com preferably saves the scanned document
to centralized mailing and messaging center 110, and the user then
addresses and mails the document, for example, via a web site
provided by information processor 102. To instantly mail that
document via Content Certified Physical Mail, the user simply scans
and emails the document to, for example,
yourname.2125551212@email.globalpex.com. The system, thereafter,
looks up the telephone number (e.g., 212-555-1212 in the present
example) in the user's respective contact list. After the telephone
number is located, the respective name and mailing address for the
contact is obtained, and the document is instantly scheduled to be
printed and physically mailed on the user's behalf.
Product Enhancement:
[0046] 1. Centralized mailing and messaging center 110 and/or
information processor 102 provides an "inbox" for incoming
communications
[0047] 2. Documents can be received and retained in the centralized
mailing and messaging center 110 and/or information processor 102
by using a "fax/scan to email" copier
[0048] 3. MS Outlook Plug-in. A "plug-in" to a web browser software
application (as known in the art) allows the sending of certified
emails from an e-mail client, such as MICROSOFT OUTLOOK. The
plug-in also creates a "sent box" within the e-mail client that is
preferably regularly and frequently and/or constantly synced with
the web site account for the user.
[0049] 4. A "signature manager" is provided with the ADOBE ACROBAT
PRINT DRIVER, which enables the user to scan and store an image of
their signature.
[0050] Thus, the present invention provides a comprehensive,
user-friendly and encompassing document tracking and content
verification solution, enabling corporations to be in full
compliance with the myriad and far reaching regulations mandated by
the various law, acts and directives.
[0051] Budding inventors, writers and artists who, in the prior
art, previously attempted to prove their creations or ideas were
original by sending themselves a date-stamped, certified envelope
no longer have to rely on this method that is inherently flawed and
rarely stands up in court. In accordance with a preferred
embodiment, users who upload content via the present invention are
assured of more legally sound protection of intellectual property.
The Certified File Upload and File Management Service,
substantially as shown and described herein, provides third-party
proof of the creation date using a digital timestamp, a key to
securing legal protection for an idea or concept. The timestamp
references the account holder's information, content, and date of
upload. Original content is saved and retained via an easy and
inexpensive file upload. This helps protect users' original
content, including software code, manuscripts, poems, songs,
screenplays and videos.
[0052] Accordingly, essentially anyone creating content in the
digital age can benefit from the features described herein,
including the certified file upload and file management service. As
shown and described, a user simply logs on to a secure server,
e.g., information processor 102, uploads a file containing original
creation, and selects a retention period. The retention period can
be extended at any time before it expires. The file is preferably
stored in an unaltered and unalterable form on the secure server
for the time period specified.
[0053] Moreover, if needed, the user can access the uploaded file
from any computer with Internet access by logging on through an
encrypted line. Upload receipts containing the IP address and
timestamp data provide irrefutable third-party proof of when the
user uploaded the file and what the file contained.
[0054] The File upload and file management service proves the date
of creation and establishes a legally recognized date of
possession, and is ideal for enterprises and organizations that
regularly transfer large files. The certified file upload and file
management service also allows users to share their uploaded works
without file size restrictions or costs, such as that apply to data
or files sent via e-mail. In accordance with a preferred
embodiment, users select a file to share and enter the e-mail
address of the recipient. The link is sent to the recipient, who
then downloads the file. Preferably, any time a file is shared, the
party who has accesses the file is recorded, how many times, from
where, and when.
[0055] Corporate users and other individuals can also e-mail files
into their account for later retention and sharing. The service is
also useful for companies wishing to archive important content in
an unalterable form, securely stored offsite for disaster recovery
planning purposes.
[0056] In one embodiment, a method and system are disclosed for
certifying contents of a correspondence sent from a sender to a
recipient. Steps and modules are provided for receiving by an
information processor over a communication network an electronic
file from a sending workstation associated with the correspondence.
Further recipient information is received over the communication
network that represents the recipient of the correspondence, and an
electronic copy of the electronic file is generated. The electronic
copy includes identifying coded information. Thereafter, the coded
electronic copy is output as a physical document, and then imaged
to create an electronic imaged copy. The electronic imaged copy is
stored in a database, and the physical document is delivered to the
recipient. The electronic imaged copy is retained and stored in the
database as a certification of physical document sent to the
recipient.
[0057] In one embodiment, a system and method is provided for
authenticating users and certifying correspondence such as letters,
documents and other paper products, that are transmitted for
example, by private carriers or the U.S. Postal Service. In one
embodiment, the system and method include a substantially fully
automated process that is designed to certify and authenticate the
contents of each and every package sent in accordance with the
teachings herein. For example, customers have the ability to send
electronic and/or physical documents to anyone in the world with
the full assurance of document integrity, retention &
retrieval, digital imagery, receipt verification and recording, and
authentication.
[0058] In accordance with the teachings herein, customers are
provided with technological benefits and cost savings from enhanced
document digital imaging, correspondence (e.g., mail) fulfillment,
and document management/retention technologies.
[0059] As used herein, a "module" refers, generally, to one or more
discrete components that contribute to the effectiveness of the
embodiments of the invention. Modules can operate or,
alternatively, depend upon one or more other modules in order to
function.
[0060] The certification service of the embodiments is a
substantially automated process including imaging and bar coding of
a document sent by U.S. mail or other courier service, and further
by converting the image(s) into an electronic file format which
attaches relevant metadata. The metadata includes a record of the
document including its printing, packaging, shipping, and retention
information. The end result is a cohesive, verifiable, and complete
electronic record of the entire transmitted document. The record,
which is retained within a secure data facility, may be retrieved
by a customer at any time to verify the contents of what was sent,
the sending party, the time/date when the document was received,
and the party who received it. Thus, certainty is provided in case
an aspect of the document contents or delivery come into question.
In addition, an enhanced document search and retrieval feature is
integrated in a platform significantly improves responsiveness to
litigation discovery (including e-discovery) requests.
[0061] Although many of the examples and embodiments described
herein refer specifically to paper documents, the invention is not
so limited. Any correspondence can be transmitted using the
features described herein. Moreover, as used herein, the term,
"document," refers to any printed material.
[0062] In accordance with an embodiment, users are provided with a
low-priced overnight and other delivery services across the
continental United States and overseas. As described in greater
detail below, in one embodiment shippers are queried for estimates
substantially in real-time and the lowest price is determined based
on a cost-comparison. Cost-savings that are realized from receiving
competitive bids from various couriers are passed to the customer,
thereby enabling a proprietor of the embodiment of the invention
the ability to provide the services described herein at affordable
rates.
[0063] In one embodiment, documents to be sent to recipients are
received from senders in electronic form. Thereafter, each page of
the document is bar coded, printed and then imaged prior to being
packaged for delivery. The printed bar coded document that is
converted into electronically formatted image(s) is stored in a
database. Further, each image of a document is associated with
metadata, which, for example, may include an entire record of the
document including production stages of printing, packaging,
shipping and file retention information. In one embodiment, the
process is accomplished substantially automatically, without human
manipulation. It is generally believed by the inventor that
reducing human involvement during processes associated with bar
coding, printing, imaging, packaging and sending correspondences
increases accuracy and makes for reliable document integrity.
[0064] Using the system and methods described herein, a cohesive,
verifiable and complete electronic record of the entire document is
provided. In one embodiment, this electronic record is in a tamper
proof format, and stored in a secure data facility. In one
embodiment, the record may be searched and retrieved on demand by
any authorized personnel at any time and from any location where
access to a communication network, such as the internet, is
available. By providing a system and processes that takes a full,
post print, image of the entire document, which is securely stored
and recorded, including the complete tracking history of each and
every express envelope sent, the services provided are complete. In
this way, users, including corporations, are assured of compliance
with complex and changing regulatory challenges, such as related to
document retention.
[0065] Referring now to the drawings, in which like reference
numerals refer to like elements, FIG. 1 shows an example hardware
arrangement for certifying sealed envelope contents, and referred
to generally as content certified and authenticated correspondence
system 100. System 100 comprises at least one information processor
102, and at least one customer workstation 104, each of which are
adapted to access and communicate over communication network 106.
In one embodiment, the information processor 102 provides internet
web site 103 that includes graphical screen controls for enabling
registered users to be availed of the features described herein. As
described in greater detail below, web site 103 includes
downloadable virtual print driver 105 that is used for formatting
and/or transmitting documents to be transmitted from workstation
104 to information processor 102. In one embodiment, information
processor 102 communicates with customer workstation 104 and
receives instructions with respect to requests for certifying
envelope contents.
[0066] Furthermore, a service, referred to herein, generally, as
"certified content authentication" assists a sender in achieving
compliance with internal controls and records retention measures,
such as required by the Sarbanes-Oxley Act, SEC rulings, EU
Directives, HIPAA, or the like.
[0067] In addition to benefits provided with respect to compliance,
certified content authentication enables senders to search for and
retrieve copies of previously sent physical correspondence and
documents easily, thereby eliminating a potential for fraudulent
claims, for example, by recipients that a particular correspondence
was not delivered or was incomplete. By relying on certified
content authentication, senders have the ability to instantly
establish the veracity of any claim of non-delivery, missing data,
incompleteness or the like by a recipient, simply by using standard
web browsing software. Users of an embodiment of the invention are
provided with a high degree of assurance, via a fully integrated
document authentication and mail fulfillment service that tracks
documents, that are received, coded, printed, imaged and
packaged.
[0068] Using the system and processes described herein, senders and
recipients of mailings have the ability to confirm the entire
contents of a correspondence, for example, to confirm that an
entire (or less than entire) document was included in a package. As
noted above, this is accomplished by providing an image of the
actual, entire correspondence taken before the correspondence was
packaged and sent. In one embodiment, the e-mail includes a
hyperlink that, when selected, displays an image of the
correspondence as well as relevant metadata. In this embodiment, by
clicking on the appropriate link provided in the e-mail message,
the recipient acknowledges having seen the documents even before
the physical correspondence has been delivered. In addition, all
pertinent document information may be stored within a secure
virtual document "vault" for varying retention periods, as
prescribed by relevant federal regulatory Acts. The documents may
be retrieved by any authorized person, over a secure communication
session using standard web browser software thereby enabling the
person to view the document at any given time, and from any
location around the globe. The document and corresponding
information, such as shipping details, can not be altered and/or
deleted from the secure vault. As part of the regulatory
requirements, the documents are automatically deleted at the end of
a mandatory retention period, unless a user chooses to retain
documents for longer a period of time.
[0069] Information processor 102 includes all databases necessary
to support the embodiments of the invention. However, it is
contemplated that information processor 102 can access any required
database via communication network 106 or any other communication
network to which information processor 102 may be coupled.
Communication network 106 is a global public communication network
such as the Internet, but can also be a wide area network (WAN),
local area network (LAN), or other network that enables two or more
computers to communicate with each other.
[0070] In one embodiment, information processor 102 and customer
workstation 104 are any devices that are capable of sending and
receiving data across communication network 106, e.g., mainframe
computers, mini computers, personal computers, laptop computers, a
personal digital assistants (PDA) and Internet access devices such
as Web TV. In addition, information processors 102 and customer
workstation 104 are equipped with a web browser, such as MICROSOFT
INTERNET EXPLORER, NETSCAPE NAVIGATOR and the like. Information
processors 102 and customer workstations 104 are coupled to
communication network 106 using any known data communication
networking technology.
[0071] As shown in FIG. 16, the functional elements of an example
information processor 102 and/or workstation 104 are shown, and
include one or more central processing units (CPU) 202 used to
execute software code and control the operation of information
processor 102, read-only memory (ROM) 204, random access memory
(RAM) 206, one or more network interfaces 208 to transmit and
receive data to and from other computing devices across a
communication network, storage devices 210 such as a hard disk
drive, floppy disk drive, tape drive, CD ROM or DVD for storing
program code, databases and application data, one or more input
devices 212 such as a keyboard, mouse, track ball, microphone and
the like, and a display 214.
[0072] The various components of information processor 102 need not
be physically contained within the same chassis or even located in
a single location. For example, storage device 210 may be located
at a site which is remote from the remaining elements of
information processor 102, and may even be connected to CPU 202
across communication network 106 via network interface 208.
Information processor 102 includes a memory equipped with
sufficient storage to provide the necessary databases, forums, and
other community services as well as acting as a web server for
communicating hypertext markup language (HTML), Java applets,
Active-X control programs or the like to customer workstations 104.
Information processors 102 are arranged with components, for
example, those shown in FIG. 16, suitable for the expected
operating environment of information processor 102. The CPU(s) 202,
network interface(s) 208 and memory and storage devices are
selected to ensure that capacities are arranged to accommodate
expected demand.
[0073] The functional elements of information processor 102 shown
in FIG. 16 are of the same categories of functional elements
present in customer workstation 104. However, not all elements need
be present in the customer workstation 104. For example, storage
devices 210, in the case of PDA's, and the capacities of the
various elements are arranged to accommodate the expected user
demand. Moreover, CPU 202 in customer workstation 104 may be a
smaller capacity CPU than the CPU present in the information
processor 102. Similarly, it is likely that the information
processor 102 will include storage devices of a much higher
capacity than storage devices present in customer workstation 104.
Of course, one of ordinary skill in the art will understand that
the capabilities of the functional elements can be adjusted as
needed.
[0074] The nature of the invention is such that one skilled in the
art of writing computer executable code (i.e., software) can
implement the described functions using one or more of a
combination of popular computer programming languages and
developing environments including, but not limited to C, C++,
Visual Basic, JAVA, HTML, XML, ACTIVE SERVER PAGES, JAVA server
pages, servlets, and a plurality web site development
applications.
[0075] Although the embodiments of the invention is described by
way of example herein and in terms of a web-based system using web
browsers and a web site server (information processor 102), system
100 is not limited to the above configuration. It is contemplated
that system 100 is arranged such that customer workstation 104
communicate with and display data received from information
processor 102, using any known communication and display method,
for example, using a non-Internet browser WINDOWS viewer coupled
with a local area network protocol such as the Internet Packet
Exchange (IPX), dial-up, third-party, private network or a value
added network (VAN).
[0076] It is further contemplated that any suitable operating
system can be used on information processor 102 and customer
workstation 104, for example, DOS, WINDOWS 3.x, WINDOWS 95, WINDOWS
98, WINDOWS NT, WINDOWS 2000, WINDOWS ME, WINDOWS CE, WINDOWS
POCKET PC, WINDOWS XP, MAC OS, UNIX, LINUX, PALM OS POCKET PC and
any other suitable operating system.
[0077] As used herein, references to displaying data on information
processor 102 and customer workstation 104 refers to the process of
communicating data to the terminal across communication network 106
and processing the data such that the data is viewed on the display
214, for example by using a web browser and the like. As is common
with web browsing software, the display screen on customer
workstation 104 presents sites within the system 100 such that a
user can proceed from site to site within the system by selecting a
desired link.
[0078] Therefore, each user's experience with system 100 is based
on the order with which he/she progresses through the display
screens. In one embodiment, graphic controls are available in the
display screens and modules to initiate data processes, and to
provide convenient navigation between the display screens and
modules of system 100. In other words, because the system is not
completely hierarchical in its arrangement of display screens,
users can proceed from area to area without the need to "backtrack"
through a series of display screens. For that reason, and unless
stated otherwise, the following discussion is not intended to
represent any sequential operation steps, but rather to illustrate
the components of system 100.
[0079] As used herein, the term "proprietor" refers, generally, to
an owner/operator of a device, such as information processor 102. A
proprietor does not have to be in physical proximity of the device
in order to exercise control over it. Also as used herein, a
proprietor refers to a party (e.g., an individual, company,
corporation, etc.) who exercises control over the content and
features provided on a web site and/or information processor 102.
Further, a "customer" refers, generally, to an individual, business
or other party that contracts for services described herein,
typically provided via a proprietor.
[0080] In one embodiment, information processor 102 provides a
production web site 103 to which visitors can connect. Production
web site 103 is available to anyone who is able to establish a
communication session with the information processor 102, for
example, using a standard web browsing software application. Once
the session is established, the user is prompted to enter a user
name and password to enable the user to provide proper
authorization to access features for registered customers who have
contracted for the services provided by the proprietor of the
production web site 103.
[0081] In accordance with the teachings herein, content certified
and authenticated mail system 100 enables customers outside of the
continental U.S. to benefit from the low overnight rates realized
by United States clients, when addressing the mail to a continental
U.S. address. In one embodiment, correspondence may be delivered
overnight or standard service regardless where the correspondence
originates. In accordance with an embodiment of a business method,
customers around the world of the proprietor realize cost savings
and efficient document distribution. Also in one embodiment,
correspondence tracking is available for customers of proprietor of
information processor 102. Correspondence tracking and delivery
details are added to an electronic file associated with the
delivered document, and stored within database 111.
[0082] As noted above, the embodiments of the invention addresses
customer responsibility with regard to state and federal document
regulations. A particularly demanding aspect of state and federal
regulations regards document retention and archiving practices.
Accordingly, comprehensive solutions are provided to ensure
compliance with such regulations. Centralized mailing and messaging
center 110 offers customers an array of document retention, search
and retrieval options, and document archival options. Documents can
be searched and retrieved easily over a convenient and intuitive
user interface, thereby obviating a need for specialized computer
knowledge or training.
[0083] In one embodiment, documents are retained for various
time-periods, ranging a few days to over 30 years, depending on a
customer's needs and/or corresponding regulatory requirement. In
one embodiment, a customer has an option to archive documents at
the end of a mandated retention period, or the client can initially
choose to purge documents automatically following completion of a
required retention period.
[0084] Thus, the retention and archiving features of the
embodiments of the invention eliminate guesswork and calculation
errors surrounding important regulatory compliance
requirements.
[0085] In one embodiment, each document prepared by centralized
mailing and messaging center 110 for processing, shipping and
retention is automatically issued a 2-dimensional("2D") barcode, as
known in the art. The 2D format is preferred because substantially
more information can be encoded into a 2D bar code than in a ID
barcode.
[0086] In one embodiment, the 2D barcode is printed on each and
every page of a document, and can thereafter be referenced for
document tracking and retrieval. In one embodiment, the 2D barcode
for each document comprises various information elements, for
example: document ID, current page number, total number of pages,
single sided/double sided. Using this information, other
information related to the document stored in the database 111 can
be retrieved. Of course, one skilled in the art will recognize that
other information can be embedded in the bar code, as known in the
art.
[0087] A particularly valuable feature of the 2D symbology is the
ability to retrieve data from the bar code, even in case the bar
code suffers from physical damage. This is achieved by including
redundancy in the completed symbol (2D). The redundancy can allow
recovery from as much as 40% damage to the symbol itself. Thus, the
teachings herein employ state of the art technologies in order to
protect and ensure the safety of data/documents and technology
evolves, new efficiency and safety features will be implemented, as
needed, as will become evident to one skilled in the art.
Therefore, and as described above, although the many of the
descriptions herein refer to current hardware and software
embodiments, the embodiments of the invention are not so
limited.
[0088] In addition to assisting customers to achieve regulatory
compliance, centralized mailing and messaging center 110 provides
customers with benefits of a technological convergence of prevalent
forms of communication (i.e., physical mail, e-mail, video
conferencing, voice conferencing, communication management, instant
messaging, facsimile and voice) into one fully integrated, audible
system, and including state of the art document retention and
reporting features. Centralized mailing and messaging center 110
enables customers to send, receive, retain, restrict access to,
audit, report on, immediately retrieve, and manage their daily
communications in a secure internet based session, anywhere in the
world. All of the above are provided in addition to document
management tools.
[0089] Moreover, centralized mailing and messaging center 110
provides inbound mail, certified e-mail, instant messaging,
certified facsimile, video conferencing, voice conferencing,
certified invoicing, file storage, and outbound mail retention
services all with communication management features, as described
herein. In this way, centralized mailing and messaging center 110
provides customers with an ability to maintain compliance with
various requirements, including: internal controls, records
retention, timely retrieval, and privacy restrictions incorporated
within recent regulatory mandates. By ensuring compliance,
centralized mailing and messaging center 110 restricts and tracks
access to sensitive documents, monitors usage of e-mail/physical
mail/facsimiles. Further, e-mail, mail, fax, instant message, and
voice mail messages are retained, and document/message retrieval is
expedited, for example, for enhanced responsiveness to litigation
discovery requests.
[0090] FIG. 17 includes an example display screen 300 that is
provided in accordance with an embodiment of the invention. Display
screen 300 includes sections 302 and 310, which may be provided in
various other display screens illustrated and described herein. For
example, display screen 300 includes shortcuts section 302 that
comprises selectable choices for various options. In the example
shown in FIG. 17, shortcuts section 302 includes Send A Document
icon 304 that, when selected, causes information processor 102 to
present display screens operable for a user to order a document
delivery process (described in greater detail below, with reference
to FIGS. 19-28). Shortcut section 302 further includes Browse
Documents icon 306 that enables a user to review previously sent
documents that are or will be delivered in accordance with the
teachings herein. Further Order Tracking icon 308 is provided in
section 302 that enables a user to track a pending document
order.
[0091] Also shown in display screen 300, Print Driver Download
section 310 is provided that enables a user to download virtual
print driver 105 for convenient access to many of the features
described herein. Print Driver Download section 310 includes a link
to a virtual print driver 105 that, when installed on workstation
104, enables a user to place an order with information processor
102 once the user outputs a document to a "virtual" printer
associated with the driver 105. In one embodiment, once the user
prints the document to the virtual printer, the output is saved as
an ADOBE PORTABLE DOCUMENT FORMAT ("PDF") file, and a communication
session is established with information processor 102 to enable the
user to make selections regarding delivery of the document, such as
described below with reference to FIGS. 19-28. For example, after
the PDF is created, the user's default web browser software
application is automatically launched, and the browser is pointed
to a uniform resource locator ("URL") to web site 103 information
processor 102.
[0092] In one embodiment, PDF files are uploaded to information
processor 102 from workstation 104. In one embodiment, virtual
print driver 105 generates a copy of the document from a first
format (e.g., spreadsheet, image, database, word processor) to be
formatted as a PDF. In this way, the user is provided with a
convenient mechanism to convert a document from one format to PDF,
and a convenient communication path to information processor 102 is
also provided.
[0093] With reference now to FIG. 18, an example account management
display screen 400 is shown and usable for an authorized user to
add or modify an existing account. As shown in manage account
section 402, selectable text controls (e.g., hyperlinks) are
provided that enable a user to perform various functions. As shown
in FIG. 18, manage account section 402 includes selectable choices
for modifying a user profile, managing users, view account activity
and manage document retention settings. Financial Information
section 404 includes selectable choices for managing credit card
credit card information for use by users, managing pre-payment
options, and viewing account transactions. In Enterprise Management
section 406, selectable choices are provided to enable a user to
combine two accounts together and to manage company and department
demographic information. Further, Report section 408 includes
options to generate reports, including to report purchase activity
and transaction details.
[0094] As described above with regard to display screens provided
in accordance with an embodiment, display 400 also includes
shortcuts section 302. However, unlike shortcuts section 302 shown
in FIG. 17, shortcuts section 302 in display screen 400 offers a
user selections also provided in account section 402, financial
information section 404, enterprise management section 406 and
report section 408. By providing all of the selections in a
compact, convenient area, a user is provided with a convenient
interface for operating the embodiments of the invention. Further,
display screen 400 includes tabs 410 enabling a user to navigate to
other display screens providing functionality in accordance with
the teachings herein.
[0095] FIGS. 19-28 illustrate example display screens provided to a
user who is in the course of sending a document correspondence in
accordance with one embodiment.
[0096] FIG. 19 illustrates display screen 500 that is presented to
a user who selects Send A Document hyperlink 304 in shortcuts
section 302 (FIG. 17). Once selected, display screen 500 is
presented which includes print progress view section 502 that
identifies the steps associated with placing an order in accordance
an embodiment, and further identifies the steps the user has
completed, the step the user is performing, and the steps the user
has yet to complete. As shown in display screen 500, print progress
view section 502 identifies the status of steps associated with
submitting a document, selecting a sender's address options,
selecting the sender's address, selecting the receiver's address,
selecting packaging and shipment options, adding/removing
recipients, defining/selecting a document retention period, filing
the document, selecting billing options, reviewing/selecting an
order, and placing the order. In the embodiment shown in FIG. 19,
the options shown in print progress view section 502 are not
selectable (e.g., formatted as hyperlinks), but instead operate to
display the progress of an order. Moreover, each option has a
checkbox placed adjacent thereto that, when selected, indicates a
completed task.
[0097] Continuing with reference to FIG. 19, upload section 504
includes graphical screen controls (e.g., textboxes, drop-down
lists, checkboxes, buttons, etc.) for defining characteristics
related to the document the user desires to send. For example,
controls are provided for a user to make selections regarding
characteristics of the document correspondence. For example, Image
Color drop-down list 506 is selectable to define whether the
document is black & white or color. Further Paper Size
drop-down list 508 is selectable to define a preferred paper size,
and File Name text box 510 is provided to enable a user to submit
the name of the document, including the drive and pathname. One
embodiment includes a Browse button 512 that enables the user to
navigate a particular folder (or directory) on workstation 104
where the document is stored, and, thereafter, to select the
document name to be uploaded. Using Browse button 512, the user
does not leave to recall long and potentially complicated
path/directory names where the document is stored, or the name of
the document.
[0098] Once the full name of the file is displayed in file name
text box 510, the user selects Upload File button 514 to cause the
selected file to be transmitted to information processor 102.
Alternatively, the user selects Cancel Order button 516 to abort
the process. As noted above, in one embodiment, the user uploads a
document formatted as a PDF, generated via virtual print driver
105. Of course one skilled in the art will recognize that any file
format can be support in accordance with various embodiments
without departing from the teachings herein.
[0099] In one embodiment, any format document has optical character
recognition process performed thereon. Once performed, an
electronic document, such as formatted as a PDF can be searchable,
as known in the art. This is particularly useful, for example,
e-discovery requirements.
[0100] FIG. 20 illustrates an example display screen 600 and
displayed after the user selects a file to be uploaded from
workstation 104, as described above with reference to FIG. 19. As
shown in FIG. 20, print progress view section 502 indicates that
the document has been previously submitted. In sender's address
section 602, the user selects Default Address radio button 604, for
selecting an address previously submitted by the user during an
initial registration process. Alternatively, the user selects
Contact Address radio button 606 which enables the user to select
an address from a list of contacts. After the user selects either
radio button 604 or 606, the user selects Continue button 608 to
proceed with the order process or, alternatively, selects Cancel
Order button 610 to abort the process.
[0101] FIG. 21 illustrates example display screen 700 for selecting
recipients from an existing electronic address book, such as known
in the art. In one embodiment, display screen 700 is displayed
after the user selects radio button 606 (FIG. 20), and thereafter
selects Continue button 608. In the example shown in FIG. 21, three
contacts are displayed in contact selection section 702, John
Jones, Mary White and Bill Smith. Adjacent to each name is Edit
button control 704 which, when selected, causes information
processor 102 to display add/edit contact display screen 800
(described in greater detail below, with reference to FIG. 22). In
one embodiment, when a contact name is selected in contact
selection section 702, corresponding address and contact
information is displayed in address section 706. In the example
shown in FIG. 21, John Jones is selected in section 702, with John
Jones' corresponding address information displayed in section 704.
Also displayed in FIG. 21 are shortcuts section 302 and print
driver section 310 (FIG. 17).
[0102] FIG. 22 illustrates an example add/edit contact display
screen 800 that is provided to enable a user to add/edit a contact
to database 111 and provided after a user selects a contact and,
thereafter, selects Edit button control 704 (FIG. 21). Included in
FIG. 22 is add/edit contact section 802 that includes Address Type
drop-down list 804 enabling a user to categorize the contact. In
the example shown in FIG. 22, the contact is categorized as a
"business" contact. Other graphical screen controls are provided
for entering a company name, and for entering corresponding
demographic information (e.g., street, P.O., city, state, zip code,
country, telephone number and e-mail address). After the user is
satisfied with the submitted entries, the user selects Save button
806 to save the entries in database 111. Also displayed in FIG. 22
is print progress view section 502 that indicates user's progress
with respect to an order being placed with the information
processor 102.
[0103] FIGS. 23A and 23B illustrate an example display screen 900
that enables a user to make packaging and shipping information
selections. As shown in FIG. 23A, recipient information section 902
is provided to enable the sender to define a recipient. In FIG.
23A, John Jones is indicated as the intended recipient. Remove
hyperlink 904, when selected, causes information processor 102 to
remove the selected contact as a recipient. Alternatively, the user
can select Modify Address hyperlink 906 that enables the user to
modify the recipient's address, such as described above with
respect to FIG. 22.
[0104] After the user is satisfied that the recipient information
is correct, the user selects an option for packaging information.
For example, the user selects Envelope drop-down list 908 to select
an envelope dimension or other type of envelope. Moreover, the user
selects Paper Type drop-down list 910 and one or two sided radio
buttons 912 to select a type of paper. In one embodiment, costs
associated with the packaging information is automatically
calculated and displayed for the user, and a total supplies cost is
displayed in section 914.
[0105] Referring now to FIG. 23B, shipping method section 916 is
provided to enable a user to request information processor 102
retrieve competitive shipping rates from a plurality of couriers.
In the example shown in FIG. 23B, DHL, FEDEX and UPS are the
selected couriers. Of course, one skilled in the art will recognize
that any party providing courier services can be requested to
submit quotes for providing shipping services. Also as shown in
FIG. 23B, shipping method section 916 includes a tabular grid
representing various delivery options provided by the respective
couriers. For example, options for Saturday delivery, 8:30 a.m.
delivery, 10:30 a.m. delivery, Next Day delivery, 1 day delivery, 2
day delivery and ground delivery options are shown. In the example
shown in FIG. 23B, when the user is ready to submit the request for
shipping rates to the respective couriers, the user selects Get
Shipping Rates icon 918. Alternatively, the user can select Cancel
Order 920 to abort the order.
[0106] After the user selects get shipping rates icon 918,
information processor 102 queries the respective couriers for price
information, according to one embodiment. In one embodiment, the
respective couriers submit substantially real-time responses to the
query and the grid in section 916 is populated with price
information from the couriers for the respective delivery options.
In the example shown in FIG. 24, DHL returned no pricing
information, FEDEX and UPS offer competitive rates, FEDEX offering
less expensive delivery rates for 8:30 a.m., but more expensive
delivery rates for 10:30 a.m., Next Day, and 1 Day delivery. In the
example shown in FIG. 24, UPS did not return any pricing
information for 2 Day delivery, and no courier returned pricing
information for Saturday delivery or Ground delivery. All of the
prices in the example section 916 shown in FIG. 24 are formatted as
selectable links that, when selected, cause information processor
102 to award the order to the selected courier for the selected
delivery option.
[0107] FIG. 25 illustrates example display screen 1100 that is
presented to a user who selects a link displayed in the grid shown
in shipping method section 916. As shown in the example in FIG. 25,
order confirmation section 1102 identifies the recipient, order
details, e-mail confirmation and subtotal costs associated with the
selection previously made in shipping method section 902. In the
example shown in FIG. 25, the user previously selected FEDEX as the
courier and a 10:30 a.m. delivery. A comparison of shipping costs
shown in FIG. 24 indicate that the 10:30 a.m. delivery by FEDEX is
not the least expensive choice. This example demonstrates the
flexibility of the embodiment of the invention in that the user has
the ability to select a desired shipping/delivery time and not be
automatically assigned a courier by information processor 102 such
as the least expensive courier.
[0108] Continuing with reference to FIG. 25, in case the user
changes his mind and decides not to hire the selected courier, the
user selects Remove icon 1104 to remove the selection and review
the previously submitted prices and couriers in shipping method
section 916, such as shown in FIG. 24. As noted above, the user can
select Email Confirmation checkbox 1106 to instruct information
processor 102 to transmit an e-mail message to the recipient that
includes a link to an electronic (PDF) copy of the document. This
enables the recipient to review an electronic version of the
document prior to the document being physically delivered.
[0109] Once the user is satisfied with the options displayed in
order confirmation section 1102, the user selects Continue button
control 1108 Alternatively, the user can select Cancel Order 1110
to abort the process. Moreover, the user can select Add Another
Recipient hyperlink 1112 to select additional recipients of the
document. Using hyperlink 1112 the user can select a plurality of
parties to receive the document. After the user selects Continue
button 1108, the user defines documentation retention information
with respect to the document.
[0110] FIG. 26 illustrates an example document retention definition
display screen 1200 that is provided after a user selects a courier
and delivery schedule for sending correspondence in accordance with
the teachings herein. In order to ensure compliance with regulatory
and other requirements associated with document retention, users
select an appropriate retention period for documents, during the
process of selecting a recipient and courier for delivery. In the
example shown in FIG. 26, the user selects in document retention
selection section 1202 options that categorize the document and a
corresponding document retention period therefor. For example, in
case the correspondence regards an emergency action plan, the user
selects an option directed to emergency action plans and a
corresponding retention time period of ten years.
[0111] In the example shown in FIG. 26, a tree-like hierarchical
structure is displayed that is organized by business departments
(e.g., "Accounting" and "Administration"). Under the general
departmental categories are categorical options for documents
associated with the respective departments. For example, document
categories associated with the department, "Administration,"
include "Management Information," "Planning/Forecasting,"
"Policies/Procedures," "Property Management," and "Records
Management." Under the respective document categories in FIG. 26
are particular document types. For example, under the document
category, "Policies/Procedures," is an option for "Emergency Action
Plans."
[0112] In one embodiment, the tree-like structure shown is
customizable by a properly authorized user to assign new
categories, subcategories and document types. For example, the
authorized user can assign a new subcategory within the category,
"Administration," by selecting the "Administration" option (e.g.,
by "right-clicking" thereon, as known in the art), and selecting a
context-menu selection (also as known in the art) for adding a
subcategory (not shown). Using this interface, the user can define
new categories, subcategories, document types and corresponding
retention periods.
[0113] One skilled in the art will recognize that many alternative
user interface options are available without departing from the
spirit and teachings herein. For example, button controls may be
provided that cause information processor 102 to display one or
more data entry forms for the authorized user to define category,
subcategory, document types and retention periods. Alternatively,
formatted data (e.g., in comma-delimited ASCII text files,
spreadsheets or any other known data format) may be imported and
used to automatically populate category, subcategory, document type
and/or document retention periods. Moreover, one skilled in the art
will recognize that various category options can be provided
without departing from the spirit and teachings herein. For
example, documents may be arranged alphabetically by name and
selectable in a drop-down list by a user. Alternatively, documents
may be ordered by retention period. In an alternative embodiment,
information processor 102 may automatically assign document
retention periods for particular documents and document types.
[0114] Once the user selects an appropriate document retention
period for the document being sent, information processor 102
stores the information in database 111 to ensure document retention
compliance is maintained, according to one embodiment.
[0115] In the example shown in FIG. 26, links are provided in
section 1204 that enable a user to access account section 402,
enterprise management section 406 and reports section 408, as
described with reference to FIG. 18. The links provided in section
1204 provide the user with a convenient interface for quickly
accessing management functionality display screens without having
to navigate several unrelated display screens.
[0116] After a user defines an appropriate retention period for the
document being sent to a recipient, the user is presented with
document filing display screen 1300, substantially as shown in FIG.
27. Document filing display screen 1300 provides graphical screen
controls for a user to define/select options associated with the
document in database 111. In document filing section 1302, the user
selects drop-down list 1304 to select a category of document. In
the example shown in FIG. 27, a "General" category is selected by
the user. In one embodiment, authorized users are able to add new
categories by selecting Add New Category hyperlink 1306 and
submitting entries, for example, in a data entry display form for
the new category, and one or more descriptions of the category.
Thereafter, the user submits entries in text boxes 1308 and 1310 to
name and describe the document, and, thereafter selects Continue
button control 1312 to proceed with the order. Alternatively, the
user can select Cancel Order button control 1314 to abort the
process.
[0117] After the document is filed, the user proceeds submit
billing options, substantially as shown in billing options section
1402 in display screen 1400 (FIG. 28). In the example shown in FIG.
28, section 1402 provides the user with radio button control
options to be invoiced, submit credit card information once for
this order, or apply credit card information previously stored in
database 111. Of course, one skilled in the art will recognize that
alternative billing options can be provided, such as PAYPAL
payments, automatic bank account debit payments, purchase order
payments, or other electronic financial transaction mechanisms, as
known in the art.
[0118] After the user submits a billing option, display screen 1500
(FIG. 29) is displayed and the user has an opportunity to review
the total price for the order in order review section 1502. When
the user is satisfied with the selections, the user selects Process
Order button control 1504. Once selected, the user's order is
submitted and processed by information processor 102 in accordance
with the teachings herein.
[0119] As noted above with reference to FIG. 31, a user can select
an option for order tracking for previously submitted orders. As
noted above, contents of physical correspondence (e.g., documents)
and electronic correspondence (e.g., e-mail) can be certified using
the modules and features described herein. After an order is
placed, a user can track or review the status of the order (for
either physical correspondence or electronic correspondence), such
as shown in display screen 1600 in FIG. 30. In section 1602 of FIG.
30, a series of drop-down lists are provided to enable a user to
search for a particular order. For example, the user can search for
orders based on company name, recipient and/or category. Further,
there is provided an option to sort search results in various ways,
such as by document date.
[0120] The embodiment of the invention is now further by way of an
example and described with reference to FIG. 31. A customer desires
to send a document to a recipient via content certified and
authenticated correspondence system 100. Using customer workstation
104, the customer creates document 1702, for example, using
standard word processing software. In one embodiment, the user
prints the document to virtual print driver 105 to convert the
document to a PDF file, and to establish a communication session
with information processor 102. Thereafter, document 1702
(converted to PDF) is uploaded to information processor 102.
[0121] Continuing with the example illustrated in FIG. 31,
information processor 102 modifies document 1702 by adding a bar
code to each and every page of the document, thereby generating bar
coded document 1704. Thereafter, document 1704 is physically
printed by a printer in centralized mailing and messaging center
110. In the example shown in FIG. 31, devices included in
centralized mailing and messaging center 110 have reference numeral
110. Although the respective devices are each labeled with
reference numeral 110, it is to be understood that these and/or
other devices may be included in process. For example, the printer
shown in FIG. 31 may be replaced by another device, such as a
plotter or other output device.
[0122] Once the document 1704 is printed, each page is imaged
according to one embodiment. In the example shown in FIG. 31, a
camera is used to photograph document 1704. Of course, one skilled
in the art will recognize that other imaging technology may be
employed, such as a scanner, fax machine or other known device(s)
to provide a digital copy of document 1704. Once document 1704 is
imaged, the digital copy is stored in database 111, according to
one embodiment. Additionally, the physical copy of document 1706 is
processed in centralized mailing and messaging center 110, such as
to scan the barcodes on each page and verify that document 1706 is
complete.
[0123] Thereafter, document 1706 is provided to inserting station
1707 to perform at least one of folding, binding, inserting and
sealing document 1706 into an envelope. In one embodiment, the
envelope is formatted with a clear "windowed" portion, and the
first page of every package is the "airway bill," as known in the
art. In this way the document can be inserted with mailing
information easily viewed, without a need for human interaction,
which increases the document's integrity. Alternatively, any known
method of preparing document 1706 for delivery to the recipient is
envisioned herein. The packaged document 1708 is addressed and fees
associated with delivery are prepared, according to one embodiment.
Once packaged document 1708 is prepared, the packaged document is
delivered via courier 1710 and delivered to the recipient.
[0124] In addition to physical documents sent via courier,
customers of the proprietor of information processor 102 are given
an ability to send and receive content certified e-mail to anyone
on the globe with the full assurances of time/date stamping, e-mail
and fax receipt verification and recording. This content
certification process ensures that e-mail messages are not changed
or otherwise tampered with once transmitted by the sender. In one
embodiment, a duplicate true image of the sent e-mail is created
and securely stored in database 111. The image and corresponding
information, such as tracking information and confirmation
receipts, can be retrieved and viewed on demand by authorized
personnel.
[0125] Moreover, customers are provided the ability to retain and
easily retrieve all internal and external instant message
communications, for example, between their employees and their
instant message enabled clients. In addition to recording and
retrieval, the embodiment of the invention enables customers to
search instant message records by user, date, and/or keyword, thus
increasing the customer's ability to verify informal agreements and
respond effectively to discovery and regulatory requests.
[0126] In yet another embodiment, customers have access to a fax
service that transmits a customer's faxed document to either a
conventional fax or e-mail address, and thereafter confirms and
records receipt. A copy of the faxed document, confirmation
receipt; and relevant metadata (the entire record of the document
including its electronic transmission and retention information)
may be retained in case, for example, any aspect of the faxed
document or its transmission come into question.
[0127] In still another embodiment, a Voice Over Internet Protocol
("VOIP") integration is provided for customers to use VOIP to make
domestic and international calls over the internet. This service
provides the customer with significant savings when compared to
traditional phone services. In addition to the provision of VOIP
telephone service, customers are provided the ability to see,
listen, and manage multiple voices mail boxes from one single
location, a computing device. Customers can use the convenience of
the internet to check their voice mail from any location without
having to make a call. In one embodiment, all voice mail messages
automatically are displayed in a convenient interface and include
identifying information such that the messages can be prioritized,
screened, and stored without a need to listen to them. An added
feature gives the customer the ability to store voice mail messages
indefinitely. This feature may be activated for regulatory or
litigation purposes, and comes complete with time/date stamp and
caller ID information.
[0128] Yet another feature of the embodiment of the invention
includes inbound mail automation for business accounts. Business
customers are provided with the ability to direct incoming mail
documents to centralized mailing and messaging center 110. Business
customers may large volumes of mail (e.g., insurance claims, forms,
etc) which can be directed to the centralized mailing and messaging
center 110, where the documents are scanned and e-mailed, thereby
reducing a need for dedicated physical resources and storage space.
Each e-mail provides the subject, keywords, name of sender, date it
was received, and the image of the scanned document. In one
embodiment, inbound mail automation includes forwarding of
physically mailed documents to centralized mailing and messaging
center 110, automated envelope opening and document imaging
ensuring maximum privacy, document bar coding, immediate forwarding
of paper based mail to the customer's e-mail account, protection
from chemical, explosive, and biological agents, and enhanced
document retention/retrieval/reporting features.
[0129] In addition to providing inbound mail automation service for
business customers, residential accounts are similarly supported.
Residential customers can elect to have physical mail delivered to
them while they are away from their home location. In accordance
with one embodiment, incoming physical mail is redirected to
centralized mailing and messaging center 110, where inbound mail is
scanned, and e-mailed to the customer. Each e-mail provides the
subject, name of sender, date it was received, and the image of the
scanned document. In addition to the convenience of having
residential (home) physical mail directed to their e-mail address,
residential clients can elect to restrict their receipt of "junk
mail." Other features of this service include forwarding
residential mail to centralized mailing and messaging center 110,
imaging of each mailed document, ensuring maximum privacy, document
bar coding, imaged document storage, timely forwarding of paper
based mail to the customer's e-mail account, and integrated
reporting features.
[0130] Other uses and products provided by the present invention
will be apparent to those skilled in the art. Although the present
invention is described and shown in relation to particular
embodiments thereof, many other variations and modifications and
other uses will become apparent to those skilled in the art. It is
preferred, therefore, that the present invention be limited not by
the specific disclosure herein.
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